Administration Manager (Reception / Communication / Community / Compliance)

St Catherine of Siena School - Melton West


Admin / SSO / Non-Teaching

Contract Type: Permanent/Ongoing Position Full Time

Applications Close: 5 April 2024

The Administration Manager has a key role in the operational level of the School. The role is vital to the efficient and smooth running of the School on a day to day basis. Duties include office coordination, administrative services and providing high level information and advice to the Principal in regard to administration matters impacting school effectiveness.

<p><b>Overview: </b></p><p>The Administration Manager has a key role in the effective and efficient organization and management of St Catherine of Siena Catholic Primary School – Melton West (School). <br /></p><p><b>Attributes &amp; Competencies:</b><br /></p><p>The Administration Manager is expected to exhibit the following qualities and competencies:<br /></p><p>• A firm belief in, and commitment to, the Mission and Vision and Core values of the School and an ability to articulate and promote these. </p><p>• A lively, multiskilled and practical team person. </p><p>• Ability to lead and manage staff effectively and pastorally. </p><p>• Demonstrate good communication, planning, administration and finance skills. </p><p>• Highly developed computer skills with experience in relevant software including Microsoft Office, Adobe InDesign, Synergetic, ICON, Seesaw &amp; Operoo </p><p>• Exhibit ongoing professional growth on a personal level and for the benefits of the School community, including participation in different Professional Learning activities that the School offers. </p><p>• Demonstrate an understanding of key priorities of the legal requirements surrounding child safety. </p><p>The role is significant in the administration of the School. The following are important:<br /></p><p>• That because of the nature of the role, confidentiality in all matters is seen as highly significant. </p><p>• While there are the regular office hours it is an expectation from time to time that the nature of the role means that some duties may need to be organised outside of these hours. </p><p><b>Key Selection Criteria </b></p><p>Previous experience in school administration. </p><p>Well-developed organizing, planning and coordination skills including the ability to prioritize tasks and to handle multiple demands effectively and efficiently. </p><p>High proficiency in Microsoft Office including: </p><p>Word, Excel and PowerPoint </p><p>sound knowledge of general IT systems and applications including spreadsheets and databases </p><p>competent in Intranet and Internet </p><p>Excellent communication skills including: </p><ul><li>the capacity to communicate effectively at all levels with Melbourne Archdiocese Catholic School (MACS) staff, teachers, principals, parish priests, schools and government departments </li><li>demonstrated ability to work as part of a team </li><li>excellent telephone manner </li></ul><p>High attention to detail and the ability to multitask; </p><p>Demonstrated ability to maintain confidentiality of sensitive confidential information </p><p>A commitment to the ethos, values and mission of Catholic education. </p><p><b>Duties/Accountabilities: </b></p><p><i><b>Specific Duties: </b></i></p><p>Provide courteous and efficient customer service and assisting in the administration of St Catherine of Siena (School) by providing office and clerical support. </p><p><b><i>Reception duties: </i></b></p><p>• Welcome and providing information to the parents and students. </p><p>• Liaise with students, staff and parents and the community in a calm and professional manner. </p><p>• Build and maintain positive relationships with staff, parents and students. </p><p>• Answer the phone in a friendly and polite manner and assist callers with their queries. </p><p>• Convey any student concerns to relevant staff: Principal, Deputy Principals, Student Wellbeing/Counsellor, Year Level Coordinators. </p><p>• To receive and distribute internal and external mail and responsible for preparing outgoing mail. </p><p>• To arrange maintenance of the photocopiers and ensuring copier rooms are clean and tidy. </p><p>• To maintain stationery supplies and arrange orders as required. </p><p>• All contractors, visitors are required to produce and hold a current Working with Children Check when entering the school. The Administration Officer is required to check visitors’ WWCC and to maintain and update the WWCC register. </p><p>• Other duties as requested by Principal and Deputy Principals. </p><p><b><i>Event Support: </i></b></p><p>• Assist in the preparation of staff gatherings, open mornings, assemblies, functions and other occasions of the School. </p><p>• To arrange catering for events as required. </p><p>• Assist with School events as required including athletics, excursions, camps, Father, Mothers and Grandparents Days, St Catherine’s Feast Day etc. </p><p><b><i>Administration Duties: </i></b></p><p>• Coordinating &amp; managing the administrative services across the school </p><p>• Responsibility for the efficient clerical and/or financial administration of the school; </p><p>• Providing high level advice and support </p><p>• Managing the provision of services including buildings, maintenance, cleaning, residential, food and transport </p><p>• Providing high level assistance to the principal in the preparation of supporting data, reports and other documentation for decision making purposes; </p><p>• Providing administrative support to management personnel, including arranging appointments, diary and calendar management and preparing both confidential and general correspondence; </p><p>• Liaising with, and managing enquiries from students, parents, employees and the general public; </p><p>• Preparing government and statutory authority returns for authorisation; </p><p>• Applying inventory and purchasing control procedures; maintaining personnel records; </p><p>• Providing designated high level support to senior school leadership, including initiating complex or confidential reports, documents and correspondence; </p><p>• Maintaining personnel records; </p><p>• To assist with preparation of the School Newsletter as well as publishing it to the school website. </p><p>• Maintain school website, social media sites &amp; publication of MACS policies. </p><p>• Oversee and assist the deputy principal with the administration of the Parent/Student/Teacher Interview processes. </p><p>• To work with the following information systems, Operoo, Seesaw, Synergetic and ICON. </p><p>• Operate and maintain the register and processes for student attendance and roll- marking using Synergetic and Informer, ensuring absences are recorded and communicated. </p><p>• Coordinating &amp; managing the filing and maintaining archival processes, data and records. </p><p>• Work in conjunction with the Principal to prepare parent communications, and to provide technical support and data as requested. </p><p><b><i>Finance Duties: </i></b></p><p>• Collect payment of fees and charges and arrange receipts within the financial software. </p><p>• Assist with the application for camps sports and excursions funding. </p><p>• Entering and retrieving financial data and preparing financial and management reports for review and authorisation; </p><p><b><i>Risk Management:</i></b></p><p>• Oversee and assist the Principal in the review, development and implementation of systems and procedures to appropriately manage risk; </p><p>• Assess, monitor and report on the effectiveness of the risk controls; </p><p>• Manage and maintain the School’s Risk Register; </p><p>• Report to the Principal on any material changes to the School’s risk profile and make recommendations to them in relation to risk and safety; </p><p>• Develop informative reporting on risk profile and controls; </p><p>• Lead the systematic review of the management policies and strategies; </p><p>• Support staff to develop risk assessments for activities (e.g. Excursions, camps) </p><p><b><i>Compliance and Policy: (VRQA) </i></b></p><p>• Oversee and assist the Principal in keeping up to date on legal and or regulatory changes that may impact the School and make recommendations where existing policies and procedures may require review; </p><p>• Initiate and oversee the policy review, including maintenance of the School’s policy register; </p><p>• Maintain a compliance reporting register to ensure all obligations are met and resource planning can occur as necessary; </p><p>• Periodically review / audit compliance activities or policy matters requiring attention; </p><p>• Oversee OHS training for staff as required – including initial induction and ongoing training; </p><p>• Manage the programs of compliance for all areas of the School; </p><p>• Prepare and maintain Safety Management System documentation such as Risk Assessment templates, Procedures, Work Instructions and Guidelines for the School; </p><p>• Assist the Principal to prepare and maintain Safety Management System documentation such as Risk Assessment templates, Procedures, Work Instructions and Guidelines for their area of influence. </p><p>• Conduct Safety inspections, audits and assessment at the School. </p><p>• Conduct training needs analysis to determine training needs for staff and arrange suitable training courses to fulfil School requirements. </p><p>• Source or prepare and present safety training materials and programs for staff and monitor feedback. </p><p>• Provide relevant H&amp;S Induction Training for all new staff and contractors. </p><p>• Provide safety risk assessment procurement advice on the introduction of new technology and work practices. </p><p>• Review Safety requirements for proposed and existing contractors. </p><p>• Arrange training following the introduction of new technology and work practices. </p><p>• Create and maintain a library of information necessary for training. </p><p>• Provide the necessary stimulus to promote a continuous improvement culture in the school. </p><p><b><i>First Aid: </i></b></p><p>• The incumbent will be qualified as a Level 2 First Aid or prepared to be trained to that level. </p><p>• Attend to and monitor students who require first aid. </p><p>• Ensure all sickbay notifications have been sent to parents/carers </p><p>• As a First Aid provider monitor medications required to be taken by students. </p><p>• Contact Parents/Guardian to collect students if they have been deemed to be sent home or require further medical attention. </p><p>• Update Anaphylaxis lists and documentation. </p><p>• Order and maintain First Aid supplies. </p><p>• Ensure sick bay is clean &amp; tidy. </p><p><b><i>Final Statement </i></b></p><p>The purpose of the position description is to provide an overview of the major tasks and responsibilities of the position. It is not intended to represent the entirety of the position. The incumbent may be requested to perform other tasks, not specifically stated. The position description may be modified in consultation with the incumbent from time to time, depending on the operational needs and requirements of the School. </p><p><b><br /></b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p><p><b> </b></p>


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Application Instructions

<p>Applicants should email a letter of application along with resume and a completed Application for Employment to the Principal, Mr Des Noack, by 5pm on the closing date listed. Please email principal&#64;</p>


This vacancy is no longer open.